Student Record Management Systems: Definition, Benefits, and Top Tools

Hiba Ali

Senior Writer

Student Record Management System for Schools & Institutes

Key Takeaways:

  1. Student record management systems provide an all-in-one platform to track and manage student data, eliminating manual record-keeping and reducing human errors.
  2. With role-based logins and cloud-based functionality, these systems enable real-time access to relevant information for all stakeholders.
  3. By integrating features like analytics and behavior tracking, student record management systems comprehensively overview each student’s academic performance and behavioral patterns.

Running a school is a challenging task. Manually maintaining student fee records, attendance, and more can prove tedious and more prone to human error. Using student record management software is the best way to avoid it while increasing efficiency. 

A student record management system is a tool that allows you to track, monitor, and record student activities. It includes features for attendance tracking, exam performance, document management, and more.

Looking for School Management Software? Check out SoftwareSuggest’s list of the best School Management Software solutions.

According to Markets and Markets, the global student information system market will be valued at $10.2 billion in 2022. It is expected to reach $20.5 billion by 2027, growing at a CAGR of 14.9% between 2022-2027. 

What is Student Record Management System? 

Also known as a student information system, student record management software is a tool that helps schools and educational institutions manage student data. For example, they can track students’ attendance, progress reports, documents, admission details, fees, and disciplinary records in one place.

The best student record management system helps save time and resources you’d otherwise spend on record-keeping-related tasks. This empowers you to use the resources in other productive ways and achieve greater academic success

The software comes with a role-based login, allowing students, parents, teachers, and administrators to access and see relevant information. And when you choose a cloud-based school management system, you can analyze real-time data from anywhere using an internet-connected device.

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When implementing a student record management system, involve key stakeholders from various departments to understand their needs. Ensure data security and compliance with data protection laws to safeguard sensitive information. Before picking a student record management system, conduct thorough research and opt for a customizable solution that aligns with your institution's unique needs. Prioritize user-friendly interfaces and robust customer support to ease implementation and troubleshooting processes.

What Are the Key Features of a Student Record System?

The features of a student record management system include: 

  1. Student record management 
  2. Admission management
  3. Attendance management
  4. Fee management
  5. Examination and grades management
  6. Student behavior tracking 
  7. Library management
  8. Health records
  9. Instant alerts and notifications
  10. Alumni and fundraising

Let’s look at these features in detail. 

  1. Student Record Management 

A student record system has a unified database that allows you to manage student data to maintain all school-related information. This way, you can view essential information related to admission, course, syllabus, and more efficiently. 

The student records database also allows you to generate custom reports to analyze learning outcomes, grades, performance, attendance, etc. This gives you a comprehensive view of your students, allowing you to make more informed decisions. 

  1. Admission Management

The admission management module streamlines and automates every aspect of the admission process, including filling up online forms, fee submission, batch allotment, and document submission. It helps collect students’ information quickly as well as accurately.

  1. Attendance Management

This module allows teachers to mark and view students’ attendance. Using the system, they can even share a student’s attendance status with their respective parents. It also keeps track of staff members’ complete attendance records. In other words, it centralizes students’ attendance records. 

  1. Fee Management

It helps you manage all the fee-related tasks, such as accepting fees, keeping fee records, maintaining receipts, taking care of dues and refunds, and more. It also allows you to create the fees cycle of the school.

  1. Examination and Grade Management

This student record management software allows you to manage different types of exams, including unit tests and internal and external examinations. You can also use it to share results with students faster and cost-effectively. 

Furthermore, it allows you to view and analyze grades to identify students who might need additional support. And since everything is stored digitally, it mitigates the chances of manual errors. 

  1. Student Behavior Tracking

A good student information management system comes with an in-built data analytics feature. It enables you to track and predict student behaviors by analyzing historical data. This allows you to identify students needing assistance and ensure they get timely support.  

  1. Library Management

The library management feature of student record systems enables you to find, issue, and accept books. In addition, it can auto-generate book condition reports, demand, fine collected, out-of-stock books, and more. 

  1. Health Records

It is vital to monitor students’ health conditions to ensure they can attend classes regularly and take complete advantage of opportunities provided by schools. If your school holds regular health screenings or offers individual health plans, you can also monitor the same using your student management system.  

  1. Instant Alerts and Notifications

Educational institutions can use the student record management system to send mass notifications or individual messages. This allows them to keep students updated on important events in real time. They can also use it to communicate with parents and staff seamlessly. 

  1. Alumni and Fundraising

Building an engaged alumni network is important. Using a student information system that allows you to connect with alumni is critical. It must have features like fundraising, membership programs, job boards, and inter-alumni social interactions. 

What Are the Benefits of a Student Data Management System for Schools?

The key benefits of student data management software include centralized student information management, better administration, easy schedule management, enhanced student performance, and elimination of paperwork. 

Let’s look at these benefits in more detail. 

  1. Centralized Information Management

Student records management software empowers you to bring all the student-related information in one place. This makes it easier to make data-backed decisions faster. In addition, parents, teachers, and stakeholders can access students’ details at any time. 

  1. Better Administration

Student information management systems connect all the departments in a single platform. This gives stakeholders a comprehensive view of the management and enables them to make smarter decisions to improve student progress.  

  1. Easy Schedule Management

Another benefit of a student record management system is that it helps you manage timetables better. You can schedule classes, and meetings, assign teachers, and other tasks based on your goals. This will enable you to invest more time in other better activities. 

  1. Eliminate Paperwork

Schools and educational institutions are known to use lots of paper. Even if a single paper gets misplaced, it can create havoc in the system. Furthermore, its impact on the environment is irreversible. 

On the other hand, when you digitize everything using a student data management system, you not only help the environment but eliminate the worries of losing critical documents.

16 Best Student Record Management Systems to Manage Student Records

Software NamePricingFeatures
It offers quotes on requestOffers 24 hours, seven-days-a-week support in case of any trouble
Price is available on requestOffers an easy-to-use and intuitive interface
Quote by requestContains tools like a contact database, medical records management system, attendance system, and fee management system
Quote by requestEnables communication between teachers and parents via email and texts
101 to 250 students: $150 per monthIt can be easily customized as per your requirements to prove a seamless admission process
Premium Subscription: $4 per yearQuick and easy to set up and has a user-friendly interface
Medium: ₹ 6.25 per scholar per monthHas an easy-to-use and intuitive interface, which a non-tech-savvy person can use as well
Quote by requestAutomates every aspect of administrative tasks, including payroll management, tracking leave records, online admission, etc.
Upgrade the plan for $100/yearAllows you to send automated SMS/email alerts to parents or teachers
FreeTeachers can assign courses and projects through the portal
FreeMaintains calendars for the school, groups, and individuals
FreeSupports multiple languages for ease of operation
Quote available on requestHas a teacher portal where they can have live insights
Contact the company for pricingOffers support through an online portal and via phone
Contact the vendor for pricingOffers active support via email and phone
The price starts at $20 per studentBoth teachers and parents can track their student’s progress

1. Edmatix 

Edmatix is a cloud-based student record management software with a user-friendly and intuitive interface. It is a central database for maintaining and recording all school-related information, including student fees, academic records, attendance counts, etc. It is beneficial for the administration, teachers as well as parents.



  • Offers 24 hours, seven-days-a-week support in case of any trouble
  • Can access the system from anywhere via an internet connection
  • Can generate different types of letters, including student report cards, transfer certificates, bonafide certificates, discipline, and more
  • Makes managing students attendance records seamless
  • Supports multiple browsers, including Firefox, Internet Explorer, and Chrome


It offers quotes on request.

  • Works seamlessly for all types of institutions and education levels
  • Microsoft Certified User Interface Design
  • Seamless integration with third-party apps
  • Supports ICSE, CBSE, IB, State, and other curriculum patterns
  • Parent app could be improved
  • Bulk emailing could be challenging
  • Users often struggle with loading the app (requires the app to be closed multiple times before it works appropriately)
  • Audio/video loading problem is common

2. Fedena

Fedena logo


4.5 out of 5 stars

14 Reviews

Fedena is one of the leading EdTech providers for K-12 and higher education. It is considered a secure, scalable, and reliable solution that can fit into any institute size. No wonder it has managed to serve more than 40,000+ schools and colleges in 200+ countries worldwide.

Some of its modules include grade book management, student lifecycle management, admission and attendance management, and more.


  • Offers an easy-to-use and intuitive interface 
  • Have a good support team in place, which is available 24 hours a day
  • Enables real-time communication and engagement
  • Provides data security and complete data compliance


Price is available on request.

  • Easy to use
  • Good support system
  • Modules are well-designed and organized
  • Comes with a student e-folder and inventory system to track student data
  • The mobile app is missing
  • Installation is complex and requires a developer to install
  • Has a high learning curve
  • Customizable is difficult

3. Alma

Alma logo


5 out of 5 stars

1 Reviews

Alma is another cloud-based student data management system designed to simplify an educational institute’s daily operational tasks. It can be easily customized to cater to the needs of all sizes of organizations.  One core feature of Alma is that it offers advanced data manipulation and analysis tools for better planning and decision-making.


  • Has a user-friendly and intuitive interface
  • Contains tools like a contact database, medical records management system, attendance system, and fee management system
  • Integrates with the Google Classroom to make the lectures more interactive 
  • Provides high-quality insights for the development of institutes


Quote by request

  • Effective communication channel
  • Easy to use, intuitive interface
  • Proactive and knowledgeable customer support team
  • Has all the essential features for schools to manage students
  • Reporting module needs improvement
  • No option to batch print report cards
  • Search feature is quite limited
  • The calendar is static and cannot be exported

4. Gradelink SIS

Gradelink SIS logo

Gradelink SIS

4.9 out of 5 stars

122 Reviews

Gradelink SIS is a powerful online school management software that caters to the need of preschools, K12 schools, districts, and dioceses. It provides a robust set of tools, which includes scheduling classes, marking attendance, reporting, grading, and more. 

Besides, this cloud-based solution ensures data safety while enabling sufficient access to the stakeholders according to their roles.


  • Compatible with mobile devices – both Android and IOS
  • Enables communication between teachers and parents via email and texts
  • Unlimited personalized support via email and phone 
  • Easily accessible and is well-designed for ease of use


Quote by request

  • Active customer service
  • Less setup time
  • Mobile app makes it easier to track students’ progress
  • User-friendly and affordable for small schools
  • Less flexibility
  • Limited features
  • Managing multiple schools from one system can be confusing
  • Customization is challenging

5. Class365

Class365 logo


5 out of 5 stars

1 Reviews

Classe365 is a cloud-based student data management system that provides educators with the tools and data needed to handle daily activities. Any size of academy institute can use it — be it a school, college, or university. 

Automating your tasks like fee management, attendance tracking, grading, and reporting results in improved efficiency and increased productivity. This way, both the teacher and students benefit from the system.


  • Offers secure platforms for parents to pay student fees online
  • It can be easily customized as per your requirements to prove a seamless admission process
  • Automatically updates students’ information directly from their application into the system


  • 0 to 100 students: $50 per month
  • 101 to 250 students: $150 per month
  • 251 to 500 students: $250 per month
  • 501 to 1000 students: $500 per month
  • 1000+ students: Contact the vendor for a quote
  • Wide range of modules
  • Easy to use, intuitive interface
  • Proactive customer service
  • Invoice system is well-designed
  • Transportation modules are missing
  • Populating fields is time-consuming
  • Limitations for sending emails, especially if you want to add files
  • Limited report customization options

6. iGradePlus

iGradePlus logo


4.9 out of 5 stars

35 Reviews

iGradePlus is considered one of the best and most affordable student management systems. It provides a comprehensive set of tools that also benefit teachers, administrators, and parents. The platform is highly customizable, so you can add or edit the modules per your needs. 

Some of its modules include grade management, custom report generation and distribution, attendance monitoring, and more.


  • Can be accessed from any time, anywhere
  • Quick and easy to set up and has a user-friendly interface
  • Offers highly-responsive customer support


  • Free Plan
  • Premium Subscription: $4 per year
  • Enterprise Subscription: By quote
  • Branded Subscription: By quote
  • Ability to post group participation grade
  • Highly versatile
  • User-friendly interface makes it easy to get started
  • Affordable and provides value for money
  • Setting up reports is challenging
  • No search functionality for emails
  • Adjusting grade scales can be cumbersome
  • Doesn’t allow you to add courses and roasters of the coming year until you archive the current year

7. Chanakya ERP

Chanakya ERP logo

Chanakya ERP

5 out of 5 stars

5 Reviews

Chanakya ERP is an all-in-one ERP software solution for all your school record management needs. It meets all a school’s unique and varying requirements through its robust set of features. These include a grading system, attendance monitoring, fee management, library assistance, and more.


  • Has an easy-to-use and intuitive interface, which a non-tech-savvy person can use as well
  • Offers a mobile app to connect teachers and parents 
  • Assigns a unique ID to every student during the admission process


  • Small: ₹ 18000 per year
  • Medium: ₹ 6.25 per scholar per month
  • Large: By quote
  • Simplicity and flexibility
  • Database management
  • Chat support for quick issue resolution
  • Can be customized per your requirements
  • Lacks videos and documentation for training
  • No iOS app
  • No cafeteria or facility management
  • Cannot manage school district

8. ScholarSYS

ScholarSYS logo


4.7 out of 5 stars

3 Reviews

ScholarSYS is a reliable and excellent student record management system. It acts as a central database for all your student and institute-related information. Furthermore, it facilitates seamless integration with MS Office and offers a customizable menu to change it per your needs.


  • Has a user-friendly and intuitive interface
  • Automates every aspect of administrative tasks, including payroll management, tracking leave records, online admission, etc. 
  • Generates customized reports


Quote by request

  • Visually appealing
  • Best for small- and- medium-sized institutions
  • Comes with diverse modules
  • Small learning curve
  • Lacks third-party integration or add-ons
  • Doesn’t have a mobile app
  • Grading system is quite limited
  • Isn’t multi-lingual

9. feKara

feKara logo


4.8 out of 5 stars

3 Reviews

feKara is one of the top leading student record management systems that help with different elements, such as students, courses, exams, teachers, and employees. It can be used for all educational institutions — tuition and training centers, schools, kindergartens, and colleges.

One unique thing is that it can support any data format the particular institute uses.


  • Offers predefined report card templates that can be customized
  • Allows you to send automated SMS/email alerts to parents or teachers
  • Compatible with mobile devices
  • Offers parents/teachers portal to view and share information easily.


  • Upgrade the plan for $100/year
  • Multi-lingual
  • Highly customizable
  • It’s web app allows you to access the system from anywhere
  • Affordable and easy to use
  • Lacks proactive customer care
  • Free version only supports up to 50 students
  • Doesn’t offer bookstore or cafeteria management
  • Doesn’t support online payments or higher education

10. Gibbon

Gibbon logo


Gibbon is a robust student information management system that is flexible. It provides schools with complete control and freedom. In addition, it allows administrators to restrict the use of the system based on individual roles.


  • Students can submit their assignments online.
  • Teachers can assign courses and projects through the portal
  • Can designate students with individual learning needs
  • Easily manage fees, billing schedules, and invoices



  • Supports multiple languages
  • Intuitive interface
  • Has API support and customization options
  • Makes communication between teachers and students seamless
  • No mobile-friendly
  • Takes some time to learn the system
  • The mobile app could be improved
  • The finance module could be optimized

11. SchoolTool

SchoolTool logo


SchoolTool is an open-source, web-based student record management system written in Python. It is best suited for individual schools or states.

Its primary functions are recording and maintaining all details related to students, including attendance, demographics, enrollment grades, and more. It carries certain features that overlap with a learning management system, such as a grade book.


  • Runs on Linux Ubuntu
  • Maintains calendars for the school, groups, and individuals
  • Can create assignments and activities
  • Offers several ways to import and export data



  • An excellent report card generator
  • Highly secure
  • Free version
  • Extensive knowledge base and blogs
  • The development has been stopped since 2016
  • Lacks latest features, making it difficult for modern schools
  • Limited customer support
  • Lacks in-depth customization options

12. TS School

TS School logo

TS School

TS School is one of the best student record management systems that offers a comprehensive set of applications. In addition, it provides several modules for various types of educational institutions.

Using the system, you can easily maintain student and staff details, generate and send out invoices, set tests, keep a grade book, and more. The best thing is that the system is highly customizable. That means you can design your own report cards, invoices, statements, etc.


  • Can easily import your existing data
  • Supports multiple languages for ease of operation
  • Allows you to generate various types of reports
  • Offers active and reliable customer support



  • Multi-database support
  • Easy to use
  • Multi-language support
  • Extensive customization options
  • The in-depth training guide is missing
  • High learning curve
  • Documents should be made more accessible
  • No iOS app

13. Skyward

Skyward logo


Skyward is a powerful, comprehensive student information system best suited for K-12 grade and private schools. Along with managing student information, it offers tools to run your administrations effectively.

Currently, it is partnered with more than 1900 school districts worldwide.

The solution aims to simplify and apply a more transparent approach to classroom management. It takes care of everything from attendance to grade book checking and behavior tracking.


  • Offers a mobile app for teachers to use from anywhere
  • Has a teacher portal where they can have live insights
  • Helps with extracurricular and career planning for students
  • Enables easy collaboration with parents for information sharing


Quote available on request

  • Supports multiple languages
  • Proactive customer support
  • Customizable reports
  • Extensive search options
  • Requires extensive training
  • Front-end needs improvement
  • Calculating grades could be challenging, especially if you use standards-based grade book
  • Must have more granular role-based security

14. AdminPlus

AdminPlus is a cloud-based K 12 grade student record management solution that helps maximize students’ success. It streamlines the entire communication process and seamlessly integrates with the ParentPlus web portal and TeacherPlus web grade book to form a complete online solution for school management.

Some of its modules include scheduled billing, report card generation, attendance management, discipline policies, and much more. It caters to the needs of both public and private schools, including all sizes.

AdminPlus student record management systems


  • Has dedicated mobile apps for iOS and Android devices
  • Offers support through an online portal and via phone
  • All information is available for real-time analysis and reporting
  • Enables you to create and customize online forms


Contact the company for pricing

  • Off-site backup
  • Affordable
  • Diverse modules
  • New features are added regularly
  • Some users found the interface complex
  • Isn’t user-friendly
  • Customization is challenging
  • Suitable only for small schools

15. Infinite Campus

Infinite Campus logo

Infinite Campus

Infinite Campus is your go-to student management solution, making it easy to manage admissions, maintain records, and much more. In addition, its single dashboard helps reduce the likelihood of duplication of any data and other human-made errors.

It is best suitable for schools with 30 to 330,000 students and at most that. It can seamlessly integrate with learning management and operational management tools to expand its functionality.


  • Has an online portal that gives access to information in real-time
  • Compatible with iOS and Android devices as well
  • Offers active support via email and phone
  • Helps with attendance management and scheduling of assignments


Contact the vendor for pricing

  • Effective communication channel
  • Highly secure
  • Has all the necessary features for school management
  • Helps with attendance/rosters
  • Interface is not user-friendly
  • Navigating is challenging
  • No bulk assignment feature
  • Add-ons are expensive

16. My Students Progress

MyStudentsProgress is a robust student information system that has 20 modules in total. It is an all-in-one educational technology platform specially designed for private K-12 schools.

It takes care of everything from effectively managing the enrollment process to streamlining the communication process. It also acts as an ecommerce portal where you can sell uniforms, t-shirts, graduation caps and gowns, and lab equipment from the parent or student portals.


  • Allows you to send alerts via SMS to inform parents
  • Both teachers and parents can track their student’s progress
  • Parents can credit their kids’ accounts for pre-lunch orders
  • Has a reliable support team in place


  • The price starts at $20 per student
  • Various types of report generation
  • Highly functional
  • Makes tracking students’ progress easier
  • Extensive report cards and transcripts customization options
  • No school scheduling or business office modules
  • Inability to limit the number of characters in comments fields for report cards
  • You cannot always find options for mass changes
  • The interface could be given a more modern look

Final Thoughts

Gone are those when we used to maintain records of every student and staff manually. Using a sound student record management system can drive harmony, efficiency, and effectiveness. However, choosing the right student record management system per your requirements is vital. Also, don’t forget to read customer reviews before making a decision.

Frequently Asked Questions


The key benefits of student data management software include centralized student information management, better administration, easy schedule management, enhanced student performance, and elimination of paperwork.

The top challenges in student data management software are data migration, user-friendliness, training, and monitoring. Additionally, forecasting academic performance can be a little challenging depending on the type of software you choose.

The best way to identify the right student information records system is by:

  • Defining your needs
  • Determining your budget
  • Shortlisting systems based on features and customer service
  • Analyzing compliance functionalities
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